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Hexona Systems

Roofing, kitchen and bath remodelling, exterior renovation

Eighteen hours a week of a sales team's time went on paperwork instead of selling.

A mid-sized construction and home services company doing roofing, kitchen and bath remodelling and exterior renovation, with a small in-house sales team fielding a high volume of inbound leads from web forms, paid ads and phone calls.

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Found before the build
$3,600/mo
$3,600 a month in admin labour
Result
$45,000+
Added monthly revenue
Window
Not stated
The source does not state one. See how this was measured, below.

The situation

Turning one of those leads into a booked job meant capturing it, qualifying it by hand, chasing to schedule a site visit, preparing a quote as a PDF, and then tracking every follow-up in a spreadsheet. Growth was constrained by admin rather than by demand.

What we found

  • Repetitive admin across follow-up, quoting and appointment coordination18 hrs per week
  • That time at a $50 blended hourly cost across reps and admin staff$3,600 per month
  • Follow-up depending on somebody remembering, with nothing holding leads that went quiet

What we built

  1. 1One CRM fed by every lead source: website, paid search and referral forms
  2. 2A qualifying form with conditional logic sorting on project type, location and timeline, routing high-intent leads straight to a rep for callback and everything else into nurture
  3. 3Instant text and email replies carrying a pre-filled calendar link for a site visit or virtual estimate, with three-day and seven-day reminders firing automatically if nothing happened
  4. 4Quote templates by service that generate a branded PDF after the site visit, emailed with accept and decline buttons built into it
  5. 5A visible pipeline running from qualified through site visit booked, quote sent, follow-up needed and closed won, with a daily task summary for each rep
  6. 6A long-term re-engagement sequence for unconverted leads carrying testimonials, before-and-after images and time-limited offers

What changed

Measured before and after
MetricBeforeAfter
Sales team admin time18 hrs per week3.5 hrs per week
Lead to quote delivered3 daysUnder 24 hours
  • Lead conversion up 22%
  • Over $45,000 in additional monthly revenue across roofing and remodelling
  • Over $3,000 a month saved in labour cost
  • Three times the lead volume handled without another hire

How this was measured

Admin hours, conversion rate and closed revenue were tracked in the client CRM after the workflow went live. The source document does not state the measurement window. Note that the $45,000 monthly figure is additional closed revenue and is not comparable with the $3,600 monthly cost above it, which covers admin labour only.

The client’s name is withheld by agreement. The figures are unaltered.

Industries:Construction and contractors Plumbing, HVAC and home services